CITY OF SHREVEPORT - Shreveport Regional Arts Council 

REGRANT 

PROJECT ASSISTANCE GUIDELINES 

DEADLINE: Friday, June 27, 2025 @ 5:00 pm via Submittable 

Project Assistance Grants fund arts projects and programs with professional artistic value that meet specific community needs. Funding requests must be between $1,000 and $7,500; they are matched dollar for dollar. 50% of the match may be in-kind support. 

APPLICATION DEADLINE: 

All applications must be submitted through the online format, SUBMITTABLE, by Friday, June 27, 2025 @ 5:00 pm. No applications will be accepted after the deadline. 

SRAC ASSISTANCE: 

1. Technical Assistance: Applicants may request assistance in the review and revision of the grant.  SRAC cannot write grants for applicants. Applicants should call 318-673-6500 or email karen@shrevearts.org before June 24, 2025, by 5pm. Sorry, assistance may not be available after this date.

2. Computer Access: Applicants may use the computers in the Artist Resource Room at the Central ARTSTATION (801 Crockett Street, Shreveport, LA) during regular business hours (8:30AM to 5PM) to complete their applications.

 3. Information Sessions: SRAC staff will provide Information Sessions and Grant Writing Workshops:

• Monday, May 5 from 4PM to 5:30PM at Desoto Library (808 US-171, Stonewall, LA)
• Tuesday, May 6 from 10:30AM to 11:30AM at Broadmoor Library (1212 Captain Shreve Dr.), Shreveport, LA
• Tuesday, May 6 from 5:30PM to 6:30PM at the Hollywood Library (2105 Hollywood Ave, Shreveport, LA)
• Tuesday, June 3 from 4:30PM to 5:30PM at the Highland Center (400 Olive Street, Shreveport, LA)
• Wednesday, May 14, (during the art administrators meeting) 9AM– 10:30AM
• Wednesday, June 11 (during Arts Administrators' meeting) from 9AM to 10:30AM
• Monday, May 19 (Roster Artist Meeting) from 5:30PM to 7PM

Attending a session may help applicants write a successful grant application.

ELIGIBLE FUNDING REQUESTS: 

Requests for Project Assistance may be submitted in an amount not less than $1,000 and not more than $7,500. Applicants may apply for ONE Project Assistance grant per year. Grant funding is available to cover project-specific costs, such as artists fees, promotional materials, and production expenses. 

MATCHING REQUIREMENTS: 

Grant amounts must be matched dollar-for-dollar, and 50% of the matching funds may be from in-kind sources. In-kind can include a donated venue rental, printing, accommodations, production expenses directly related to the project; it cannot include Artistic Personnel. The matching dollars may NOT be derived from other SRAC Regrant funds. For example, a $2,000 request would need to have at least $2,000 contributed from other sources. $1,000 of the donation could be in verifiable in-kind donations, and $1,000 must be in cash. Therefore a $2,000 grant request would reflect a $4,000 project. 

ELIGIBILITY: 

• All private, non-profit organizations, colleges, and universities incorporated within the city limits, as well as individual artists with a Nonprofit fiscal Agent who will implement projects in Shreveport are eligible to apply for grant funds. 

• The four Major Arts Organizations and the five Black Cultural Arts Coalition organizations

already receiving funding from the City of Shreveport Regrant Program may not apply for any other Shreveport Regrant category. 

• All nonprofit organizations must be in good standing with the Louisiana Secretary of State and Louisiana Legislative Auditor to be considered eligible. 

• The Arts Organization or any non-profit with 501(c)3 must have an active registration in SAM.gov AND a UNIQUE ENTITY IDENTIFIER (UEI) at the time of application. 

GRANTING PERIOD: 

Applications for Arts Projects should occur between September 1, 2025, to July 31, 2026. 

REQUIREMENTS: 

• Documentation verifying eligibility. 

• Narrative of your project addressing evaluation criteria 

• Project Budget including matching contributions. 

• Provider of Service form for each/all artists or contracted professionals who will receive compensation from this grant. 

• Supplemental materials, including documents of recent projects, artist 

samples,brochures, marketing materials, and sample evaluation methods/results.

 • Names of your agency's governing board, indicating race/ethnicity for each.

 • If an education program takes place directly in a school or with school students, a letter of support from the School Principal or Superintendent must be included. 

WHAT IS NOT FUNDED: 

1. Activities that occur before September 1, 2025, and after July 31, 2026. 

2.  Expenses incurred prior to September 1, 2025 and after July 31, 2026 for the proposed projects, programs or services.

3. Activities not open to the general public, except projects involving schools or school systems. 

4. Activities intended to serve only an organization’s membership. 

5. Projects that primarily serve social or religious purposes. 

6. Exhibits or activities that primarily focus on historical topics rather than current folklife traditions. 

7. Regrant by the applicant to other organizations for programming activities.

8. Activities intended primarily for fund-raising purposes. 

9. Accumulated deficits or debt retirement. 

10. Contingency funds. 

11. Acquisition of works of art. 

12. Capital improvements including restoration of buildings. 

13. Restoration of historic buildings and sites. 

14. Conservation of non-arts related collections. 

15. Projects used for academic degrees. 

16. Tuition for academic study. 

17. Creation of textbooks or costs associated with recurring curriculum. 

18. Normal, traditional school activities.

19. Payment of administrative or teaching staff for any school or school system, unless the service to be provided occurs outside of normal school hours. 

20. Artists filling teacher vacancies. 

21. Operational costs to universities. 

22. Food or beverages for hospitality or entertainment functions. 

23. Scholarships, purchase awards, trophies, certificates, or cash prizes. 

24. Exhibitions or productions by children without the involvement of professional artists. 

25. Fees to children under the age of 18. 

26. Projects that pay university students in teaching or performing 

Activities.

 27. Fines, penalties, interest on loans or costs of litigation. 

28. Lobbying expenses. 

29. Projects and tours to take place outside the state. 

30. Purchase of equipment (computers, cameras, stereos, etc.) or long-term rentals of equipment, property, capital improvements or library holdings. 

31. Fiscal agent as a paid provider of service within the same project. 

32. Licensing fees of any kind. 

APPLICANT REVIEW PROCEDURE: 

Criteria Maximum Points 

Evaluation Criteria Points:

 Artistic Merit 30 points- Quality of project, participants, and professional artists; benefit to the discipline or art form. 30

Need and Impact 30 points- Cultural need of the area or population served; need for the project;
long-term cultural and economic impact; involvement of professional artists. Degree to which the project will involve outreach and benefit the diverse geographic, cultural, ethnic, and special populations of the
city including, but not limited to, inner city, rural, persons with disabilities, minority populations or senior citizens. 30

Planning and Design 25 points-Broad-based planning involving Board composition, professional artists, and the community in which the proposed project will take place; clarity of extent of residency, workshops, or community-based programming associated with sponsorship or performances or exhibits; and marketing plan for the project. 25

Administration and Budget 15 points- Appropriate request level and budget for project; degree of cash match and funding from other sources; applicant's ability to administer project and grant; and evaluation plan. 15

Note: SAMPLES OF WORK are very important in helping the panel evaluate the artistic merit of a proposed project. Although required only for the creation or production of original works or projects involving art in public places, submission of samples of work is encouraged for all Project Assistance applications. 

LETTERS OF INTENT: 

Applicants must produce a signed letter of intent indicating that the persons or sites involved in

the planned project agrees to participate if the project receives funding. If activities take place at a school or with school students, applicants must include a letter of support from the School Principal or the Superintendent. 

PANEL COMPOSITION: The Grant Review Panel is a diverse group of individuals reflective of the area’s ethnic, demographic, artistic and community diversity. In addition, the Shreveport Regional Arts Council appoints Panel members that demonstrate specific skills or expertise in the determination of artistic criteria, administrative and budgeting areas, and/or community outreach areas of the evaluation of the applications. SRAC seeks nominations for PANELISTS to the Grant Review Panel from the Grant Applicants, Arts Administrators, Juried Roster Artists, and elected officials in each Parish. SRAC also actively seeks panel members by gaging community interest via social media posts and direct outreach. Generally, panelists are encouraged to serve at least two and up to three consecutive terms. 

DISTRIBUTION OF GRANT APPLICATIONS: At least two weeks prior to the date of the grants panel,  each panelist receives a packet with all grant applications.  

ORIENTATION: Prior to the Panel Review date, each Panel member attends an orientation to receive  training on the review process.  Panel orientation for FY25 will be June 5th. It is held via Zoom. 

REVIEW PROCESS: SRAC Regrant Applications will be reviewed by an advisory panel at the Shreveport Regional Arts Council. Applicants are STRONGLY URGED to attend the Panel review, as they may be asked questions regarding their application. The purpose of the questions is to clarify concerns, questions, or points of confusion about the application for the panelists. The panel review is open to the public. The REVIEW DATE is Thursday, JULY 31, 2025 – 8:00 am - 5:30 pm. There will be an option to Zoom in for the review session.

After all applications across all grant categories have been reviewed, the applicants are adjourned. The panelists receive a print out of the cumulative application scores in rank order from high to low. Note: applications that score 75% or less are not eligible for funding. 

The Panel Recommendations are submitted to the Board of Directors of the Shreveport Regional Arts Council for consideration. The Shreveport Regional Arts Council board votes to approve or amend the recommendations of the Grant Review Panel. 

PANELISTS  

CONFLICT OF INTEREST: 

Affiliations that constitute a conflict of interest include the following: 

1. Receipt of direct financial benefit from the applicant, organization, or project being reviewed. 

2. Serving as an employee or governing board member of an applicant organization being reviewed. 

3. Serving with or without payments as a consultant to applicants on the application being reviewed.

Panelists who have a conflict must abstain from discussion and voting on the application in question.  Also, panelists who feel they have an affiliation with an applicant that might appear to constitute a  conflict of interest may abstain from discussion and voting on the application review. Panelists are  asked to use their best judgment in determining whether or not there is a conflict. When a panelist  abstains from the review, he/she is asked to leave the room. 

CONTACT WITH APPLICANTS: 

Panel members must not permit themselves to be lobbied by applicants regarding their applications,  prior to or following the review meetings. Panel members should advise applicants that they are  unable to discuss applications outside the review meeting. 

Panel members should advise applicants to contact the SRAC staff if there is additional information  that should be provided to the panel members at the review meeting. This does not preclude  attendance by panelists at arts events for the purpose of participating as an audience member. 

APPEALS PROCESS: 

Any applicant who disputes the decisions of the Panel, regarding his or her grant application on any issue other than artistic quality or merit, may appeal the decision of the Panel within ten days of written notification of the application results. 

Appeals must contain a justification, indicating that actions of the Advisory Panel, Staff, or SRAC Board were based on insufficient or incorrect information resulting from something other than the fault of the applicant. Written requests for re-evaluation should be directed to the executive director of SRAC. 

An Appeal requires a majority vote of the SRAC Board to change the previous recommendation. The Board will review the information and either approve or reject the application, based on the review criteria. Funding will then be amended appropriately. 

FINAL REPORT: 

SRAC grant recipients will be required to submit a Final Report consisting of a full accounting of all grant income and expenditures, along with a written report and evaluation that gives a detailed description of all activities, projects and services, no later than June 30, 2026. Grant awardees also will be required to provide copies of promotional materials and newspaper accounts and/or other written evidence that the project actually took place with the final report. 

PUBLIC ACKNOWLEDGEMENT: 

Each grantee must give credit for grant-supported activities in all printed and broadcast

promotion, publicity, advertising, and printed programs by including a copy of SRAC and the City of Shreveport’s current logos and the following credit line: "Supported by a grant from the Shreveport Regional Arts Council, with funds from the City of Shreveport.” Failure to provide such acknowledgement will be considered a non-compliance issue and will be noted as such. 

STANDARD FOR FINANCIAL MANAGEMENT: 

A grantee shall use an accounting system that is in accordance with generally accepted accounting standards and principles when managing funds relevant to a SRAC grant. Specifically, the grantee's financial management system shall provide for: 

1. Accurate, current, and complete disclosure of the financial results of the grant support services in accordance with SRAC's reporting requirements. 

2. An accounting system that clearly separates grant funds from other revenues and maintains records, which identify adequately the source and use of funds for grant-support activities. 

3. Effective internal control over and accountability for all funds, property, and other assets. 

4. Comparison of actual with budgeted amounts of each grant. Also, the relation of financial information with performance or productivity date when appropriate and required. 

5.   Accounting records that are supported by source documentation. Supporting documentation of all expenditures authorized under the grant shall be itemized in sufficient detail to show the exact nature of each expenditure. Each expenditure should be cross referenced with supporting documents that contain the signature of the individual authorized to approve such expenditure. Each payment shall be supported by a substantiating document in the form of a canceled check, or if a cash disbursement, by a dated and signed receipt. If requested by SRAC, copies of the documents supporting all expenditures of SRAC grant funds must be submitted to SRAC within 30 days of request. 

RETENTION OF RECORDS: 

SRAC or any duly authorized representatives shall have access to any books, documents, papers, and records maintaining the accounting of funds expended under the terms and conditions of this grant for the purpose of making audit, examination, excerpts, and transcripts. Grantee's records shall be retained for three years from the date of submission for the final expenditure report, or until an audit finding the involved records has been resolved, whichever is the longer period. 

COMPLIANCE WITH STATE AND FEDERAL LAWS: 

When accepting a grant approved by SRAC, grantees are required to comply with all state laws applicable to SRAC's grant program and those federal laws required by the National Endowment for the Arts (NEA) summarized as follows: 

1) Title VI of the Civil Rights Act of 1964, Section of the Rehabilitation Act of 1973 and, where applicable, Title IX of the Education Amendments of 1972. Title VI and Section 504 bar discrimination on the basis of race, color, national origin, or personal handicap in federally assisted projects. Title IX prohibits discrimination on the basis of sex in federally assisted education programs and activities. 

2) Part 505, Chapter V of Title 29 of the Code of Federal Regulations, which specifies that organizations must compensate all professional personnel, laborers and mechanics on Arts Endowment supported projects in accordance with applicable labor standards as recognized by the appropriate union and that no part of any project or production will be performed or engaged in under working conditions which are unsanitary, hazardous or dangerous to the health and safety of those engaged in such activities. 

PENALTIES: 

Grant recipients should make note that when SRAC determines that a grantee fails or has failed to comply with the terms and/or conditions set forth in SRAC's Grant Agreement, a grantee shall become ineligible to receive any remaining payments under such SRAC Grant Agreements and/or will make the grantee ineligible to receive any new grants from SRAC during the first complete grant year following the determination of non-compliance. Subsequent failure of a grantee to meet the council's requirements for the timely and appropriate resolution of non-compliance findings and recommendations shall result in legal action and that grantee shall thereafter become ineligible to receive future grants from SRAC. 

https://drive.google.com/file/d/1BniwTEJWXom-k0CL8Gz5m6IAcJHrb_3S/view?usp=drive_link for full Grant Guidelines.